Budget Management

It’s no secret that budgeting for an event can be a painful procedure.

We’ll take all the pressure off your hands, drawing up a fully inclusive budget for your approval, keeping you updated along the way and delivering on target.

Your event manager will skillfully negotiate with all suppliers on your behalf to get you the very best price we can. We alleviate the need for you to track funds, re-calculate variable costs and monitor budget surplus and help you to save money but add value to your event.

If you are struggling with a financial plan or budget for your upcoming event, then you have come to the right place.

Budgeting for an event, whether a major brand expose or a simple in-house dinner, is one of the most critical aspects of our service. To achieve overall success and avoid the unnecessary waste of resources, you will need professional help. With McCullough Moore, you can’t get any more professional.

While it can be varied depending on the event being planned, a good budget lays the foundations for what can be achieved with the event. It also takes care of things that need to be scaled back, and which irrelevant ideas must be discarded during the planning process.

Managing your budget, the McCullough Moore way

Our company has pioneered a unique way to help businesses make the most of their budget, without dumbing down on quality. As a full-service events management company, with more than 10 years of experience, McCullough Moore’s strategy has seen many brands host highly-successful events on a modest budget.

As a result, we have sustained lasting relationships with our loyal customers, with over 50% of our client base retaining us from the first project commission. Our clients come from almost every sphere of the business sector: from food production to pharmaceutical, from healthcare to renewable energy brands. We are fully-equipped to help you optimise your budget for any event.

Our budgeting process: from initiation to completion

At McCullough Moore, we take the pressure away, drawing up an all-inclusive budget for your initial approval. Our consultants will always keep you in the loop with our activities, making sure every deliverable is ready on time.

Determining a budget is most easily achieved when a specific sum of money is allocated for the entirety of the event. This allows us to draw up a requirements plan that includes actual costs for each item to be used. Because our team has an extensive network of authentic suppliers, rest assured that we will always get the best bargain on any deal, from venue selection to theme décor and refreshments.

Reviewing the event’s needs

Our goal is to make sure you get an exceptional event, achieved within the budget you have. Before proceeding with the actual work, we will assess the financial elements. This includes cost considerations and the current funds available.

Our process is designed to foresee any likely shortages, so we can revisit the expectations and determine if a scale-down or alternative approach is necessary. We always work ahead of schedule to prevent the pressure of tight deadlines. Are you planning recurrent sources of income that could be injected into the planning? For instance, ticket sales, registration fees, co-sponsorships, and so on. The McCullough Moore process also takes this into consideration to ensure there is no confusion with cashflow.

Developing the budget and expense checklist

No two events are the same. Even if it is the same occasion, the approach you used last year will vary this year. Many factors are responsible for this, such as budget realities, differing preferences, new stakeholders, and so on.

Our budgeting process considers the unique nature of every event and prepares a checklist to accommodate the possible requirements.

Below are some examples; please note that you may not need everything in the list.

Venue selection (outdoor or indoor? Themed occasion?)

Printing (brochures, invitation, registration services)

Postage, mailing fees

Signage (banners, posters, and other marketing collateral)

Catering (food, drinks, crockery, glasses, utensils, and so on)

Rentals (tents, chairs, tables, décor)

Audio/visual equipment (Projectors, microphone, speakers)

Entertainment (music, live performance, entertainers)

Attendants (waiting team- depends on the venue)

Janitorial labour and maintenance fees

Facilities usage fee

Recycling

Licenses and permits

Guest speakers’ honoraria

Additional guest arrangements

Travel, Transportation, Hotel accommodation

Video, filming, iTunes rendering

Gifts, awards, plaques

Nametags, place-tags, badges, table numbers

Traffic control and Security

First Aid services

Parking arrangements

General transportation (rented cars, shuttles)

Additional supplies unique to the event

Venue selection

Our venue selection process is hinged on the nature of the event and other factors such as season, time of day, and budget. In summer, we generally have more outdoor events, while events like corporate Christmas parties, which occur during winter, are usually indoor affairs.

McCullough Moore consultants maintain a favourable relationship with hotel chains, restaurants and exhibitions centres. This makes financial negotiations easier. We always make sure our clients get the best deals.

Food and drinks

Some venues have a caveat on food and drinks arrangement. If you are taking your own refreshment into the establishment, there is usually a corkage fee attached. If your plans strictly require creating your own menu, we will work to ensure you get a favourable deal from the negotiation.

However, should you choose to patronise the in-house menu, you will be entitled to a discount. Similarly, buying wines in bulk is a great way to save money, as is renting crockery and utensils. Whichever decision is best for your budget, we will advise you accordingly.

Publicity and promotions

If advertising and promotions are going to be part of the event, funds must be allocated for print, radio and TV advertising (if applicable), including contracting the services of writers, actors, voiceover talent, and other marketing services.

McCullough Moore has a sophisticated ticketing program that incorporates your brand’s identity into the registration website, as well as a digital invite that prevents reproduction. There is also CRM software which imports the attendance list into the guest book to ensure the right guests are coming through the gate.

Post-event analysis

At the end of the event, we compare the budget outline with the actual expenditures made and the total income accrued. The result will be used to determine the financial success of the whole event. Our experts will alleviate the need for you to bother about the budget, so you can focus on your guests’ needs.

Our Services

Event Sales

Event Production

Venue Management

Attendee Management

Integrated Marketing Campaigns

Pick 'n' Mix

Testimonials

"As a judge, this was the best experience I have had, and I have judged many awards. The organisation was brilliant. Nothing was forgotten and everything went like clockwork. I found the personal contact with the organisers very good too. As for the food products, as judges we saw and tasted them at their best. This is vitally important for all the producers who have taken the time and trouble to submit their entries. Well done to the entire team!"

"Having worked together on the inaugural Energy Now Expo and then successfully grown the show together year on year. I would happily recommend McCullough Moore to anyone that asked! They are a truly professional organisation whose high level of skills are only matched by their work-rate. The show is a roaring success and quite simply wouldn't have been without their involvement."

David JacobmeyerPublisher, DJ Media

"Working with McCullough Moore has been excellent, it’s exceeded our expectations again for the 3rd year. The visitor numbers are up 20%, and we have more than 20 new companies exhibiting with us this year. It’s got momentum in the industry, and MedTech Expo is now seen as an essential event within the sector, we’re really going places. Thank you. "

Colin MartinDirector, MedTech

When it comes to staging events efficiently and professionally, McCullough Moore are in a class of their own. What you are looking for in an events company is one that will handle everything, from sending out invitations to finding the right venue and of course preparing and managing the event itself.On the number of occasions I have used McCullough Moore’s services I have always found that they handle all of this with consummate ease and with an attention to detail that gives you total peace of mind, allowing you to concentrate on enjoying the event!

Mike PadghamChair Independent Care Group

I want to extend thanks on behalf of all at CEDA for the excellent organisation of our Conference. Operationally it was superb and your professionalism and communication were first class, both in the build-up and at event. This, your second involvement showed significant improvements on last year and I look forward to working with you to make 2017 bigger and better still.

Just a note to say a big thank you for all of the work you did to make the conference such a success. I have had a tremendous amount of feedback from delegates - all of which has been extremely complementary. Thanks once again, none of the event would have been possible without your hard work and attention to detail.

We have had the pleasure of working with McCullough Moore for the last four years on the National Association of Care Catering’s annual conference. We have benefited greatly from their experience, expertise and professionalism during this collaboration and cannot recommend them too highly.

McCullough Moore are our preferred logistics support agency for all our internal and external events. Their national, and international, destination experience is invaluable for advising ourselves and/or our pharmaceutical clients on how best to manage procedures. The team have an extensive knowledge and understanding of the PhRMA Guidelines and how best to liaise and communicate with key opinion leaders. We have worked together on a variety of events, including congress symposia, advisory boards, stand alones and investigator meetings - all of which have been managed efficiently and within budget. The team offers a positive and flexible approach, professional attitudes and very high standards of excellence.

Kevin WheatleyGlobal Operations Director, Envision Pharma Group

Just wanted to say thank you for everything you did for the IM yesterday; although I was not able to make it there in person I have had very positive feedback about you and the way the meeting was organised. I got a good feeling about the company from speaking with you at the start, so I’m glad my hunch paid off and you came through for me! Hanna has said she would certainly be looking to use you guys again for future meetings, and I would of course do the same.

Adam MarshClinical Manager, Premier Research Group

I really want to stress how pleased we were with how the Cmed Symposium went - everyone that's commented has said how professionally it was run so please convey my thanks to all the guys, you made my life easy!

Alan EgglestonGlobal Head of Marketing and Sales, Cmed (Clinical Research Services) Ltd.